Privacy Policy

Last updated October 20, 2026

Ur Timesheet ("the Service") is operated by astracoretech corp. ("we", "us"). This policy explains what we collect when you use the Ur Timesheet website and mobile app, why, who we share it with, and the choices you have. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial law.

What we collect

Account information

Name, email address, username, password (stored only as a salted hash), phone number, profile photo, and, if you choose to add them, address, date of birth, gender, languages, skills, uniform sizes and an emergency contact. If you sign in with Google or Apple we receive your name and email from them; Apple may give us a private relay address instead of your real one.

Work information

The companies you belong to, your role and job title, pay rate as set by your employer, shifts you are assigned to, clock-in and clock-out times, hours worked, availability, requests you submit (time off, pay changes, shift swaps), documents your employer asks you to sign or upload, incident reports, and messages you send inside the Service.

Location

When you clock in or out, the app checks your location once against the job site's geofence to confirm you are on site. We store the clock-in result, not a movement history, and the app never tracks your location in the background.

Photos and files

Photos, videos and documents you upload (profile picture, site maps, chat attachments, certifications) are stored privately and shown only to the people in your company who are allowed to see them.

Device and usage information

A push-notification token so we can reach your device, the platform (iOS, Android, web), the time you last used the Service, and standard server logs (IP address, request time, errors) kept for security and troubleshooting.

Website analytics

Our public web pages (the home page, the guide pages such as the free crew timesheet template, sign-in and sign-up, and these legal pages) use Google Analytics to count visits, see how people find us, and count clicks on the app store and sign-up buttons. It sets cookies and receives your IP address, browser and device type, and the pages you view. It is switched off as soon as you sign in, so nothing you do inside the app is sent to it, and it is not used in the phone apps. You can block it with your browser's cookie settings or Google's opt-out add-on (tools.google.com/dlpage/gaoptout).

Microphone

Only if you tap the microphone to talk to the assistant, and only while that screen is open. The speech-to-text is done by your own phone or browser — Apple, Google or your browser vendor, under their privacy policy — and the audio never reaches us. What reaches us is the text it produced, and only once you send the message. The app never listens in the background.

Payment information

Employers who subscribe pay through Stripe. Card numbers go directly to Stripe and never touch our servers; we keep the Stripe customer id, the plan, and the invoice status. On our checkout page, Stripe also uses cookies and device information to detect and prevent fraud.

Crash reports and app usage analytics

To keep UrTimeSheet working and to improve it, astracoretech corp. uses two service providers: Sentry, for crash and error reports, and PostHog, for product usage analytics. They process this information on our behalf under contract and may not use it for their own purposes.

Crash and error reports. When the app or website has an error, we send a technical report to Sentry. It includes what went wrong, where in the code it happened, your device type, operating system, browser and app version, and a random internal ID for your account and company. We use these reports only to find and fix problems and to keep the service secure. Because they are needed to run the service, crash reports cannot be turned off.

Usage analytics. When you use the app, we record which features are used (for example, "a shift was created" or "a timesheet was exported as CSV"), and which screens you view and which buttons and links you tap or click, with the time, device type and app version, linked to the same random internal ID. When we record taps and clicks, the text shown on screen and anything you type are masked, so they are not sent. We use this to understand how UrTimeSheet is used and where it can be improved. We do not use it to evaluate you or your work.

What we leave out. We set up both services so that they do not receive your name, email address, phone number, home or work site address, location, pay, rates or earnings, or anything you type (such as messages or notes). We set them up not to store your IP address, and we do not record your screen. Because this information is still linked to an internal account ID, we treat it as personal information and protect it accordingly.

Where it is stored and for how long. Sentry and PostHog store this information on servers in the United States. While it is there, it may be accessible to courts, law enforcement and national security authorities under US law. We keep crash reports for up to 90 days and usage analytics for up to 12 months. After that, they are deleted or made fully anonymous. We do not sell this information or use it for advertising.

Your choices. On our website, analytics runs only if you accept analytics cookies. You can change your choice at any time under "Cookie settings". In the app, usage analytics is on by default outside Quebec, and you can turn it off at any time under Settings > Privacy & data. If you don't see this setting yet, update the app or email support@urtimesheet.com and we'll turn usage analytics off for you. Your choice applies to the device or browser where you make it. For users in Quebec, and where we can't confirm which province you are in, usage analytics is off unless you turn it on. Turning it off does not change how the app works.

Questions or requests. To ask about this information, or to request access to it or a correction, contact our privacy officer at support@urtimesheet.com.

The AI assistant (Chief of Staff)

Employers can run their crew by talking to an assistant built into the Service. It is available to employer-side users — an owner, admin, scheduler or supervisor — and not to workers. This section describes what happens when it is used.

What is sent, and to whom

To answer, we send your message and the company information needed for that answer to Anthropic, which runs the Claude model for us on servers in the United States. That is a cross-border transfer of personal information under PIPEDA and Quebec's Law 25.

What travels with a question depends on the question: people's names, usernames, job titles and roles; job sites; shifts, hours and attendance; requests and the reason typed on them; incident reports; and client contact details. Pay rates are sent only when the person asking is already allowed to see them — for a supervisor or scheduler without pay permission they are not sent at all. Passwords are never sent, and neither are uploaded files, photos or documents.

Anthropic does not use any of it to train its models. It processes the request to return the answer, and may hold a short-lived copy for safety and abuse monitoring under our contract with them.

What we keep

Conversations are stored so the assistant can follow the thread and so there is a record of what it did. It also keeps short notes about how the business runs, so it does not ask the same thing twice. Conversations are deleted after 12 months. What was actually changed, and by whom, stays in the company's audit trail like any other change.

Who can see a conversation

The person who had it, and our support staff through an internal panel — where every such read is logged. Colleagues cannot read your conversations with the assistant; what it changes is visible to them exactly as if you had made the change yourself.

It does not act on its own

The assistant proposes; nothing is written until you press Confirm on a plan listing every change. It acts with your permissions and can do nothing you could not do yourself, and most changes can be undone afterwards. It can be switched off for an entire company on request.

Your controls

The assistant's menu shows everything it remembers, and lets you edit or delete any of it, or clear the conversation. Deleting your account deletes your conversations with it.

Why we use it

To run the Service: scheduling, time sheets, pay calculations, notifications, and messaging between you and your company.
To let employers keep the employment and payroll records the law requires them to keep.
To bill subscribing employers.
To keep the Service secure, prevent abuse, and fix problems.
To tell you about changes to the Service. We do not send marketing email without your consent and we never sell your information.

Who can see your information

Your employer. Administrators and people with the relevant permission at each company you belong to can see your profile, schedule, hours, documents and requests for that company. They cannot see your information at other companies. Your emergency contact is visible only to administrators.

Clients of your employer. When a company you work for is booked by a client company, the client may see your name on their booking only if your employer has turned that sharing on.

Other workers. Your name and profile photo appear to colleagues on shared shifts and in chat. You can make your profile private in settings, which hides everything except your name from people outside your company.

Service providers that process data on our behalf, under contract, only as needed to run the Service: Amazon Web Services (hosting, database, file storage, email delivery), Stripe (payments), Sentry (crash and error reports), PostHog (product usage analytics), Anthropic (the AI assistant — see above), Expo (push notification delivery), Google (sign-in, maps, address lookup, website analytics and, on Android, speech-to-text) and Apple (sign-in and, on iPhone, speech-to-text). Several of these operate in the United States.

Legal requirements. We disclose information when the law requires it, or to protect the rights and safety of users and the public.

How long we keep it

Your account information stays for as long as your account exists. Time sheets, attendance and pay records belong to your employer's records and stay readable to them, on every plan, for as long as they keep their company on the Service; employment-standards laws typically require them to retain these for several years. Assistant conversations are kept for 12 months and then deleted. Server logs are kept for 30 days.

Your choices and rights

See and correct your information at any time in the app's profile and settings.
Delete your account from Settings → Delete account, on the app or the website. This removes your name, contact details, photo, profile and login immediately. Records your employer is required to keep (hours worked, pay) are kept under an anonymised identity.
Notifications can be turned off by category in Settings, and push notifications in your device settings.
Access, portability or complaints: email support@urtimesheet.com. We answer within 30 days. You may also contact the Office of the Privacy Commissioner of Canada.

Security

Data travels over HTTPS. Passwords are hashed. Uploaded files are stored in a private bucket and served through short-lived signed links. Access to production systems is limited to the operator and logged.

Children

The Service is for people who are legally able to work and is not directed at anyone under 16.

Changes

If we change this policy in a way that matters, we will tell you in the app before it takes effect.

Contact

astracoretech corp., Attn: Person in charge of personal information
Ontario, Canada
support@urtimesheet.com